ORD 2013-27 - Electronic Communications Policy ORDINANCE 2013-27
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE,TEXAS,
AMENDING SECTIONS 9.05 AND 10.10 OF THE CITY OF HUNTSVILLE, TEXAS
EMPLOYEE POLICY AND PROCEDURE MANUAL, ENTITLED, "ELECTRONIC
COMMUNICATIONS POLICY" AND "CELLULAR TELEPHONES"; AND MAKING
OTHER PROVISIONS RELATED THERETO.
WHEREAS the City of Huntsville has previously adopted the "Employee Policy and Procedure
Manual" (hereinafter "Policy Manual") by Ordinance 2005-17 and has previously
adopted subsequent amendments to the Policy Manual; and
WHEREAS the current Policy Manual includes Section 9.05 entitled "Electronic
Communications Policy" and Section 10.10 entitled "Cellular Telephones"; and
WHEREAS the current Section 9.05 entitled "Electronic Communications Policy" and Section
10.10 entitled "Cellular Telephones" are not adequate or sufficient to achieve the
intended purpose.
NOW, THEREFORE, BE IT HEREBY ORDAINED BY THE CITY COUNCIL OF THE
CITY OF HUNTSVILLE,TEXAS,that:
Section 1: The facts and matters set forth in the preamble of this Ordinance are found to be
true and correct and are hereby adopted, ratified, and confirmed.
Section 2: Section 9.05 entitled "Electronic Communications Policy" and Section 10.10
entitled"Cellular Telephones" of the Policy Manual are hereby replaced in their entirety with the
attached policy entitled 9.05 "Electronic Communications and Systems Access Use."
Section 3: This Ordinance becomes effective June 4, 2013.
First Reading Date: May 21,2013
PASSED AND APPROVED on the Second Reading on this the O day of June 2013.
THE CITY OF HUNTSVILLE
/lam 444;;�
Mac Woodward,-Mayor
AT ST: jLe V D AS TO FORM:
rLe oodwar , City n d Schneider,City Attorney
LCITY COUNCIL AGENDA
6/4/2013
Agenda Item: 6b
Item/Subject: Consider Ordinance 2013-27, updating the Employee Policy and Procedure Manual
Section 9.05, Electronic Communications Policy and Section 10.10 Cellular Telephones Policy, 2""
reading.
Initiating Department/Presenter:Information Technology
Presenter: Chris Vasquez,IT Director and Missy Davidson,HR Director
Recommended Motion: Move to'approve Ordinance 21633.27„updating*;the Employee,Poky and
Procedure Manual, Section 4,05; Elec plc'Commu 4cetions Policy, a0d Section°30:10 Cellular
Tel'ephone's,il`reading.
Strategic Initiative:Strategic Initiative#4-Huntsville is a well-managed,sustainable community that
values its natural resources and provides exceptional public services.
Discussion: The current electronic communications policy was last updated six years ago and adopted
by Ordinance in December of 2007 while the current cellular telephones policy was last updated seven
years ago and adopted by Ordinance in August of 2006. Since that time, technology has evolved,
security measures have increased,and procedures have changed, prompting updates to both policies.
These changes include social media and stored media destruction. In an effort to simplify the cellular
telephones policy, the revised version will be merged with the electronic communications policy and
Section 10.10 Cellular Telephone Policy will then be removed from the Employee Policy and Procedure
Manual. The updated electronic communications policy was completed by IT and HR with input from
director-level staff.
Previous Council Action: The current electronic communications policy was adopted by Ordinance
2007-35 on December 11,2007. The current cellular telephone policy was adopted by Ordinance 2006-
08-15.1 on August 15,2006. 1”reading of this Ordinance on 5/21/13.
Financial Implications:
®There is no financial impact associated with this item.
❑Item is budgeted:„ __ In the amount of$
❑Item is not budgeted:
❑Item is estimated to generate additional revenue:
Approvals: ❑City Attorney El Director of Finance ®City Manager
Associated Information:
• Current Electronic Communications Policy(pages 2-7)
• Updated Electronic Communications Policy(pages 8-13)
• Council Meeting Minutes 12/22/2007(page 14)
• Council Meeting Minutes 8/15/2006(page 15-16)
• Ordinance 2013-27(page 17)
Agenda Item H6h Page 1
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Employee Policies and Procedures,Section 9
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9.05 Electronic Communications Policy
F_'Jectrre Dote:9-20-2(M
Revised Date:12-11-2007
Purpose
The purpose of this policy is to provide users with an understanding of the acceptable conduct
that shall be followed when using technology provided by the City of Huntsville.
References
Texas Public Information.Act
City of I luntsville Record Retention Policy
Approved City oi'Huntsville software list
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Definitions
1. IT-Any employee of the City of Huntsville's Information Technology Division.
2. CI'resources-Refers to all computers and other electronic devices(such as laptops,
printers, Blackberry handhelds, cellular telephones, digital cameras, and personal
digital assistants) that arc attached to and using City of Huntsville resources.
including its networks, and the applications they support: such as software,
electronic mail,and access to the Internet.
3. User-Any individual who has been issued a domain user name and password which
j may include,but not be limited to,a City of Huntsville employee,Mayor and City
Council Member,Board and Commission Member,vendor.and volunteer.
4. Non-user-Any individual who is not classified in section 9.05.Definition 3- User.
Non—user;for example:friends and/or family members of a user.
5, Electronic Mail (E-mail) - Refers to all electronic mail that is sent, received,
downiloaded,or stored when using the City of Huntsville E-mail System.Accesses to
personal Internet e-mail systems, such as accounts with Yahoo, Hotmail, etc., are
subject to provisions stated in Section 9.05 B,-Internet Usage.
6. Virtual Private Network(VPN)-A virtual private network(VPN)is a network that
uses a public telecommunication infrastructure, such as the Internet, to provide
authorized users access to IT resources from remote locations.
Policies
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A. Electronic Mail(E-mail)
.S Use of e-mail communication is permitted for city business-related purposes only. -
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Agenda Item#6b Page 2
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Employee Policies and Procedures,Section 9
Users must remember that e-mail messages are not a form of private
communication, All messages that are created,received,and/or stored using IT
resources are considered the property of the City of Huntsville and are subject to
the Texas Public Information Act(formerly the Texas Open Records.Act)and the
City of Huntsville Record Retention Policy.
Users should refrain from using e-mail communication to send jokes, racial
political views, personal opinions, chain letters, or sexually-oriented material
Messages must not include any offensive, abusive, harassing, threatening, or
obscene material. Users should refrain from using email communication to
operate personal businesses,for commercial promotional purposes,including but
not limited to personal messages offering to buy or sell goods or services,Users
should refrain from subscribing to non-city business-related mass communication
subscriptions,mailing list servers,discussion threads,and newsgroups.
Each user's mailbox has a storage capacity of two gigabytes. When a mailbox
reaches this storage capacity a message will be sent to the user instructing them
to begin cleaning their mailbox and/or to contact IT for assistance with message
archiving procedures.All deleted email messages are stored online for a period of
thirty days,all deleted messages older than thirty days are automatically purged
from online storage. Emails pertaining to the Texas Public Information Act
(fonneriv the Texas Open Records Act) and the City of Huntsville Record
Retention Policv are excluded.
K. Internet Usaee
The City of Huntsville strictly prohibits the use of the Internet for reasons other
than city business-related purposes.Purposely accessing Web sites that promote
adult content, nudity, violence,racism, religion,drugs,games,online auctions,
gambling.or personal shopping are strictly prohibited.Incidental and occasional
use of the Internet for non-work purposes is permitted during lunch breaks.
Streaming audio or video front the Internet for non-city business-related activities
is prohibited.This activity includes,but is not limited to,listening to online radio
stations and watching music videos and movie clips.Unwarranted Internet usage
can cause the city's network system to become congested resulting in interruption
of Internet access to users who are trying to complete online city business-related
work.
The terms and conditions of this policy shall also apply to user's accessing the
Internet via any electronic device owned by the City of Huntsville.
Before making purchases on the Internet,employees who are authorized to use
City of Huntsville credit cards must ensure that they are using a secured site.
Secured sites will contain https in the uniform resource locater(URL)to signify
that it is secure.
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Agenda Item#6h Page 3
Employee Policies and Procedures,Section 9
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The use of the Internet is a privilege.not it right,which may be revoked by the
user's department head at any time for unacceptable use.
C. Emolovee Owner[Equipment
The City of Huntsville prohibits the use of employee-owned equipment being
attached to IT resources,unless explicitly approved in writing by the IT Manager.
Examples of employee-owned equipment include, but are not limited to, the
following: -
Wireless access devices.Personal digital assistants(PDA).Blackberry handhelds,
laptops,desktops,digital cameras,USB drives,cellular telephones,and/or IvIP3
players.
D. Non-user
Nun users, as defined in Section 9.05, definition 3. — Nun-users, are strictly
prohibited from using any device classified us IT resources.
E. File Storace
Users should refrain from storing personal tiles,such as documents,photographs,
graphics,etc..on any device classified as IT resources.
IT performs nightly tape backups of all network system files and documents:
therefore,all city business-related documents must he stored on network drives.
Files and documents stored on a user's desktop or local drive are not accessible
t from the city's network system and cannot be backed up or restored.
E. Remote Access(VPN)
The policies and procedures contained herein apply to authorized users of the
j City of Huntsville's Virtual Private Network(VPN)Service.All other policies
j covering the use of IT resources by authorized users are still in effect when
resources are accessed from remote locations as well as all regulations
governing the protection of confidentiality and integrity of City information,
such as the Texas Public information Act and the City of Huntsville Record
Retention Policy. Any remote linkage through the VPN service is considered an
extension of the city's network systems, and is subject to all security and
appropriate use policies.
1. Remote Access for Users (VPN)
Users that require access to the city's network system from a remote location
,t will he provided a unique VPN user name and password.All requests for remote
access must be submitted to the IT Manager for approval and only users issued
City of Huntsville laptops may apply. While accessing the city's network
systems from a remote location all terms and conditions contained within this
policy shall apply.
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Agenda Item#fib Page 4
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Employee Policies and Procedures,Section 9
2. Remote Access for Vendors (VPN)
IT recognizes the need to provide secure remote access to its network systems to
authorized vendors,and their associated business partners,with which specific
contactual relationships have been established, Normally, such vendors need
access only to a specific city network systems)as required by the contractual
relationship.IT prefers vendors to use the latest Cisco VPN client software to
establish remote connectivity.
Vendors must submit a completed VPN Authorization Form to the IT Manager
explaining the intended purpose for remote access, approximate usage and
duration,as well as full Humes of all vendor employees that will be accessing the
city's network systems. At no time should any vendor employee provide their
VPN user name and/or password to anyone,not even family members.Vendors
must notify the IT Manager immediately upon termination of an employee who
has been provided VPN privileges.
G. Desktop Remote Access
11'utilizes a variety of desktop sharing applications that provide remote access to
a user's computer when assisting with reported issues.IT will attempt to contact
the user before establishing a remote connection. If the user is unavailable,IT
reserves the right to establish a remote connection to the user's computer in an
attempt in resolve reported issues.
H. Password Polity and Standards
All user passwords must be constructed,implemented,and maintained according
to the City of Huntsville policies, standards, and/or procedures governing
password management.The City of Huntsville enforces the following password
policy through Microsoft's Active Directory(AD)services at either the Domain
or Organizational Unit(OU)level to ensure compliancy.All users are forced to
login to a Microsoft domain to access network resources-
1.Password Policy
• Do not share City of Huntsville passwords with anvone;including family
members, elected officials, charter officers, co-workers, administrative -
assistants supervisors and directors.
• Do not reveal a password over the phone,in an e-mail,in it chat session,
or in person to anyone regardless of who they are.
• Do not write down and store passwords anywhere.
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Agenda Item#61h Page 5
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Employee Policies and Procedures,Section 9
• Do not store passwords in an unencrypted state on any IT resource
(including PC's.Palm Pilots or similar handheld devices.
• Do not talk or hint about the format of your password in front of others.
• Do not allow unauthorized individuals to have access to City's resources,
or otherwise permit any use which would jeopardize the security of the
5 City's electronic communication systems.
2.Password Standards
Passwords shall be a minimum length of eight(S)characters on systems.
• Passwords shall not be a dictionary word or proper name.
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Passwords and the user-id shall not be the same.
• P;tsswords shall be changed within a maximum of every 60 days.
• All systems shall prevent password reuse of the last three(3)passwords.
• Passwords shall not be transmitted in the clear outside the secure domain.
1. Monitoring,Retorting and Filterine Rights
Internet usage and c mail communications art, monitored daily to ensure
compliance with this policy and any applicable local state,and federal laws or
regulations relined to the use and security of city information.
1.Monitoring Rights
IT has the right to monitor all activity conducted while using 1'f resources.17'may
i monitor Internet and desktop application usage to diagnose and repair network
j performance issues and ensure user compliance to this policy.
2.Reporting Rights
IT has the ability to provide reports on a user's computer activity while using IT
resources.IT collects detailed information on all desktop application and Internet
j usage and has the ability to provide reports on such usage by user name,
computer,m department
All requests for desktop application. email, or Internet usage reports must be
submitted to the Human Resources Director for review and approval
3.Filtering Rights
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Agenda Item Hfih Page 6
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Employee Policies and Procedures,Section 9
IT has the right to filter and/or block access to specific Web sites or categories of
Web sites to enforce Internet usage rules,as defined in Section 9.05 B-Internet
usage, in an effort to reduce bandwidth usage and improve the city's overall
network system performance.
J. Software and hardware uurchases,installation.and licensine
Employees may not purchase and/or install any hardware or software without the -
approval of IT. Existing hardware and software owned by the City may not be re-
located or r"isuibuted and installed without the consent of IT. Employees
should immediately notify the IT Manger if they discover unlicensed software on
any IT resource. The installation of trial software for research and testing,
authorized by the vendor,is acceptable.
Software not listed on the approved City of Huntsville software list will not he
supported.
K. Disciplinary Actions
Anv user who fails to comply or adhere to the City of Huntsville Electronic
Communications Policy may be subject to disciplinary action up to and including
termination.
t.. Renuests for Public Disclosure of Electronic Records
All requests for release of any data in electronic form, including hard-copy
printout, shall be handled in conformance with Federal, State, and City of
Huntsville open records laws,policies,and procedures. All requests for release
shall be returned to the Office of the City Secretary.
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Agenda Item#6b Page 7 -
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9.O5 t ELECTRONIC OIMXICTId� SYSTEMS 'Ott" C001111neflit[CV11.thshned the word
"Communlostlotu"to TA"mmdcatbn"throughout
r Effective Date: 12-11-2007 the gdtdmenttotorrmitgrammist .
Revision Date: 0512112013 tt0. 211,0""'" hsu* fro
�tttteft[t1t1I:Ch¢niped,>teedhtg from
'aIBMCI 116MA��uc rbrrs,Abrasrs�ros
The City may provide computer networks, Internet access, instant messaging,email, telephones, ACCES4itSr1to"aOC RtNIOCOI MUNICATION
3YS7LatlEl :tost �anlixethrou�hqut tn.
cell phones, smart phones, wireless air cards, tablet devices, tPods, laptops, QCs, flash dri ves, �q�gmeT
digital cameras, voice mail,printers,copiers and fax machines for use by City employees in the r
performance of their job duties. These communication kesourci�are referred to collectively in °t[ 1 + +d rcr s+6ham*a°
Conment[CV41t we»l+tad words
this olio as"electronic communications stems" These electronic communication are
policy Y systems, CormuracitIon*WW widttha wad'machinee"
designed to support and enhance the communication, research and information capabilities of -----
Chmtrilnt[G11:f1:Changed ward from'devime
City employees and to encourage work-related communication and sharing of informatior>Cwtthin to"resourtase
the City. This policy governs user behavior pertaining to usage of the City's electronic c- I got[col..rsamo rod wwda^or systems'
communication systems. This policy applies to all City employees, contractors, volunteers and Cottttnent[CV7ItJIlsio edthewod
other affiliates who use the City's electronic communication systems. The City's electronic resource."
;j communication systems4nust be used in a professional, responsible, efficient, ethical and legal CommEiit[C11�1tRaetroyeddmworea'aceeys
�j manner.Supervisors cannotalter h'e_restrictions of ft policy
t
A. tornpute4 Internet and email access. Users desiring computer, Internet and/or emaiI OI}g111dEt [ 41 {�,$ snothm up from '
access must obtain tpproval from their m tiedlate Stitpctvisor Who mUSt then sub'mit a �.eNOrtk"A a "" =
request to'the EIT Depaitmbni. Users must acknowledge an understanding of this policy C nt[ 11I rapkatlwonrx'1nownt;
and its guidelines as a condition of receiving a computer, Internet and/or email access `, i,Insts Comigand.va lisrequ,r dt
g g P usa instant meuagirfgeM approve!is required to
account. Osers must rmderstand that use of any of the City's electronic communication access a City compubar
system;such as a computer,Internet and email,Wa,privilege. {Failure to adhere to this Comment[CV121.Rophrosed this secuonto
policy and its guidelines may result in suspending or revoking the offender's privilege of car Ky the properpro wdumornquesttrn�ssto J
access and/or other disciplinary action under City policies, up to and including Clry rt resources
termination of employment. Comment[CV131:Moved thissecdoe up from a
paragraph previously its section a.Atoeptabie Use
B. Acceptable Use. Acceptable uses of the City's electronic communication systems are
limited to those activities- that support City bitsiocss in,line.,With the user's.Job
responsibilities;however,minimal personal-rise offbe Internet, instant messaging,email
and other electronic communication systernrn is allowed undue ttiFSo1ic sa,loixg as "stick
use 3s not excessive and does not impede.job"porPurinsntce or the perforitznanice of 0,ty
business, comntent[CVi41: phiasw mast athls
.., »iclorek ft_" y aarwhatisodmiderad
"aceepteble us€tindertFris pplity
C. Unacceptable Uses of Electronic Communication Systems include:
e Using profanity,obscenity,or other language which may be offensive or harassing to
�owoikei or third parties. C umentCCV1S1s, mo,�dw«d~ter
e Accessing,displaying,downloading or distributing sexually explicit material. bstc etoworkara
e Accessing, displaying, downloading or distributing profane, obscene, harassing,
offensive or unprofessional messages or content.
t e Copying or downloading commercial software in violation of copyright law.
e Using the systems for financial gain or for any commercial activity unrelated to City
j business.
e Using the systems in such a manner as to create a security breach of the City's
network.
e Looking or applying for work or business opportunities other than for internal City
postings.
.........._.......-............ .... ......... _.. . _ .... ....._.. ..........
Agenda Item 96b Page B
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• Accessing any site, or creating or forwarding messages with derogatory,
inflammatory, or otherwise unwelcome remarks or content regarding race, religion,
genetics, color, sex, national origin, age, disability, physical attributes, or veteran
status.
• Perpetuating chain e-mail letters or their equivalents and creating and/or sending
spam.
• Transmitting or sharing information regarding a coworker's health status without
permission.
• Expressing opinions or personal views that could be misconstrued as being those of -
the City.
• Expressing opinions or personal views regarding management of the City or other
political views.
• Using the City's electronic communication systems for any illegal purpose or in any
way that violates City policy or is contrary to the City's best interest.
D. Cellular Phone and Wireless Communications Devices
Devices included are cell phones, smartphones, wireless air cards, iPods, iPads, tablet
devices, laptops,netbooks,wireless hotspots, access points,pagers,and all other devices
with wireless and/or 3g,4g,or similar capabilities.
1. Employees shall comply with applicable laws regarding the use of cell phones and
wireless communication devices while driving and avoid any use that may jeopardize
the safety of the employee or others.
2. Employees are prohibited from talking, texting, e-mailing, or surfing the internet
while driving a City vehicle.
3. Public safety employees are exempt from this section of the policy only when
conducting official police/fire business where stopping or parking is not an option.
4. Employees may submit a request for reimbursement when their personal cell phone is
used for City related business calls.
E. FilterinE. The City uses software to filter Interne4ontent for all employees. These -. F,xIt tat77 } wcxlr sndtns�anc
filters are designed to prevent the viewin i f any-o f the following t yP-es of content 4
- -.: r
• Violence/Profanity 4 a�`aa W*r6! .In .
• Full or partial nudity
• Sexual or deviant acts
• Satanic/Cult
• Militant/Extremist
• Illegal activities
The City will review �4, es'M, 11;;t� on a periodic basis and may modify this list of ?4 9Hs Pxlw�trtY Stw
prohibited content without notification to City employees,contractors,volunteers or other " """
affiliates. The City Manager (or designee) may grant exceptions and exemptions to
Intem4[filtering only after,a review of the requested information has been conducted and CoerikGCtt �smb44� *•ndtant
a determination that the City's current filtering practice impedes the requestor's ability to °Th• w n"Oui*
perform the duties of their job.
F Resoonsibi6ty 1QY, $r� � Ppr the,' ex it t sued'user
aeau �` tardt atsp ,t�rtts{�perrl t or 04,41t�ttask 1tieapte
iud aRgsus „mil. t., �„att .: ,.et u1Xys
Agenda Item#6b Page 9
a
_ h City's :Rs"hwsadMis"n Mtd>
accounts},Exchanges that occur in the course�f conducting City business�n the C ty s __-- tC�l
electronic communication systems will be considered a communication of the City and stab 00aedmporoiwutxes
held to the same standards as formal letters.
3
Employees should exercise good judgment and restraint when using these City owned
88 resources. CbmrttantjChi Jt n�arwwd#tcm
"daWara`£a"taaoutaa".
G. No Right of Privacy/Monitoring. Users of City electronic communication systems may
not assume they are provided any degree of anonymity and employees have no right to
privacy with regard to such systems. Personal passwords are not an assurance of
confidentiality. To ensure proper use of its electronic communication systems, the City
will monitor their use. Management staff has the ability and will, with or without
advance notice, monitor and view usage, includin but not limited to: employee email,
voice mail, Internet,11 text messages and informatiof[;transmitted,received or stored on the Cotntitent[CV1M]rR*rewmdword"an'
to maintaining the highest levels of ems_uo assn as the City's[1resources are devoted ownt�ntCy241aerne"d Words:and
City's electronic comiYtttYtlCation s sterns o assure
s well as proper use and compliance
with city policies. [C ]i Re[do se"eam frumem
aysnad:iurtntema[laass and
um0 w,
pitbit iormrl��t9i10 dseetb"for*on
The IT Director or designee has the authority to override any individual passwords and efu"8et>*a+al�nit
give management access to any device or data used by an employee. �CCY 1€134000id0tsword
"1nfarrW
H. Technology Hardware and Software
The IT Department has ultimate responsibility for all IT hardware and software that is
purchased for the City and its compatibility for use on or with the City's network All _..-- corr lt[CO7j:jRerm�ttwword
City-wide purchases for IT hardware and software are to be made by the IT Department. n" "°"'3hISwoM i}trot r,"ded a:the
IT will have the authority to remove or replace any equipment and/or software as waNnatvrarkisatapmpaas�na
required to implement the City's overall Information Technology needs.
1. Hardware/software: Any hardware/software purchased without IT approval may not
j be connected�q the city's network,nor will it be maintained by IT staff. Cutimtatt Ecm)f Chiwl d"word^with^to
2. Employee-owned equipment: Employee-owned equipment must NOT be connected Con�ttenCCCV29]:�puaiwaa�word^aot°m
to the City's network as it may contain viruses,spyware and other malicious software amah�ttia,tiottinca
which can quickly damage the City's network causing performance issues, loss of
data,or impairment of other important resources.
3. Redline Equipment: Occasionally IT receives requests from Departments to be
' issued and use computers or other equipment that is destined for disposal,"Redlined."
This equipment is viewed as"free"by the receiving department,since there is no up-
front cost. However, this older, obsolete equipment must still be supported by IT.
This creates a burden in that the"Redline",tq pQpeu is removed from the installed - COi AddadtM word.
,
base, so it results in pa lower amount being budgeted for equipment replacement yet ra�dpdsat�4" M v{pYd'aqulpma"twa°1" '� "Y
- ,[aft otFzc..addatltft
requires IT staff su p ort for maintenance and upkeep. �—
Requests for "Redline" equipment will be evaluated on a case by case basis and if
approved by IT, will only be supported through the following budget year.
Departments using "Redline" equipment will be responsible for submitting a
supplemental budget request to replace the older equipment during the next regular
budget cycle or obtaining other funding to support replacement. A supplemental
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Agen(la Item#6b Page 10
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budget request for"Redline"equipment not recommended for approval in the budget
will no longer be supported by IT.
4. Storage Media Destruction: When the useful life of storage media (e.g. hard/solid
state drives,backup tapes)has passed,the City's IT Department destroys the media or
wipes the drives with a U.S. Department of Defense approved formatting scheme.
This prevents important City data from getting into the wrong hands. All unused or
obsolete storage media must be turned into the IT Department for disposal. Users
should never dispose of storage media by throwing the media away.
5. IT Hardware obtained k a giftz_grant or other means: Unlike other forms ofG ' 43YI$AttYlwWyt�", t,e. .'
equipment, computers and related IT hardware represent a long-term resource � r�tu�nrt. c � in
commitment for administration, technical support, user support, software licensing
costs, and upgrades. The initial procurement through gifts, grant funds and similar
means are not"free"and should be subject to careful consideration. Any such devices
must be approved by IT prior to being accepted for use by the City.
L Coovrieht Restriction. Any software or other material, including music,downloaded# `; :SI nEa+twars"(tur"ao tv
a City computer may be used only in ways consistent with the licenses and copyrights of
the vendor, author or owner of the material. Prior written authorization from the IT
Director is required before introducing any software into the City's computer system.
Employees may not download entertainment software, games or any other software
unrelated to their work.
J. Social e
must not interfere o c
fere with or conflict
ith the employee's media,both on and off duty a �3
P Y '
s duties or job performance,reflect ts+t al�rdi
negatively on the City or violate any City policy.The intent of these standards is to
regulate the creation and distribution of information concerning the City, its employees
and citizens through electronic media,including,but not limited to online forums,instant
messagingX ocial media and blogging sites.Protecting the City's reputation and ensuring S[CY34.sumo w'
that an employees communication with people outside the City not only reflects
positively on the employee as an individual,but also on the City.
The City expects all employees to follow the guidelines below when posting City related
information on the Internet, regardless if done during or after work hours. This policy
encompasses: wikis, tweets and twittering, Facebook, MySpace, Linkedln, blogs, and
other online journals and diaries; bulletin boards and chat rooms, micro-blogging and all
other social networking sites,instant messaging and the posting of video on YouTube and
similar media,as well as City-operated networks.
This policy should be read and interpreted in conjunction with other City policies,
including but not limited to, policies prohibiting harassment, discrimination, offensive
conduct or inappropriate behavior and the City's Electronic Communication Systems
Policy. Violations of the City's Social Networking Policy may lead to disciplinary
action.The City provides an effective system for employee complaints`off-line"through
the"General Complaint and Grievance"policy without resorting to social media.
.........--------------------. --...... --
Agenda Item tihh Page 11
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Employee Guidelines
• Any blogging or posting of information on the Internet must comply with the
don City's guidelines(as listed below),regardless of where the blogging or posting is
C«am E[t:VMiemeveti second bullet point
• Never disclose any confidential information concerning another employee of the =tapeedr{JMdtmeti•not�q•twnei
t mS�itttrn*itPrahibttWddnna-rk
City in a blog or other posting to the Internet. Posting of confidential information hardre t� refit euirtctfyivnaaaga WMthe
9 may violate State law and subject the user to criminal penalty. All requests for "ta"6Wuei °^aV+himelle'"'re"nieb"ei
i
City documents must be processed through the Public Information Act. perorni we'
• Employees must abide by all Federal and State law and policies of the City with
s regard to information sent through the Internet.
t
• If the employee's social networking includes any information related to the City,
the employee must make it clear to the readers that the views expressed are the
employee's alone and not reflective of the views of the City.
• City employees must notify their supervisors and the IT Director or designee if
they identify a City business need to create a social networking site or service to
conduct City business, prior to the creation of such a site. All of the employee's
time spent updating or posting on behalf of the Cityas part of the employee's job Canmene[cr#6lcesne edtheword"end"
duties is compensable time that must be reported and counted in the calculation of
overtime.
• Respect coworkers and the City. Do not put anything on your blog or post any
information and/or pictures on the Internet that may defame, embarrass, insult,
demean or damage the reputation of the City or any of its employees.
• Do not put anything in your blog or post any information and/or pictures that may
j constitute violation of the City's Harassment policy. Do not post any
j pornographic pictures of any type that could identify you as an employee of the
City.
• Do not post information on the Internet that could adversely impact the City
t and/or an employee of the City.
• Do not permit or fail to remove postings violating this policy, even when placed
by others on the employee's blog. Recognize that postings, even if done off
premises and while off duty could have an adverse effect on the City's legitimate
business interests. Remember that your personal and professional lives overlap in
your online activity; thus, before posting, consider how your comment or
J behavior would be received if it appeared in the mass media. In other words,
behave as if you are in any other public setting.
• Individual supervisors do not have the authority to make exceptions to these
guidelines.
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Agenda Item#6b Page 12
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CITY COUNCIL MEETING of DECEMBER 11.200: BOOK'U' 7t,
helps ensure that cdncal City functions remain intact. In addition,a new server'An provide backup in the event of a
system failure of the Dry 6 primary active directory server which provkdus xcount login and access to numerous City
nes—en irltluding files,email,printers and the Internet.
Cwggp�I ha W rvfav 8t rod I*=`*101"'M glntM1ag of s t ry5�gf to coed$69M t be
fue9���gm.gu�sta41+[+�s:.azlg.Sin..�lmsm4e!.Mt!axsesgnda}..the.cnw�lw.:tha_matiw._.nvswd.&:4
C. Presentee ion,d:ecussbnarKLbrpaesrbleaa'anw.ma charga4lothe Empbywe POlicirrs&Prasodures,aspmsenSd by
Victor Pena,Director of Administrative Services.
The cement Employee Polioins and Procedures were adopted by Udleance on September 20.2005.It hoe been
the practice of the Human Reaourons DM$kir,to review and recommendnadlicationson armanwal Gist. Tireorann
manual is designnd W be a vation g guide for dwamoro a heads and sunan m—for day4o day implementation of or
City parsennel programs,elminaang me reed for personal derision making on masers of City-vbde policy and helping
nown unan rnity ImMughpul the.City.
COUnrJlmamber Mine—,it 12 .or eOrdna 2D07.35 Mmnr,g,afgatdme�ts_tg,d�a^te 4 7 fi nd9N
Emp
Following swen,'C i 'm, trer Mahanpy s�andM coo moCCn
FolovAng additional discussion,Cound9lmemb.r Woodward ma M to apgrg:y Qrd�a[+Le 2007-35 atloon
ameeanent lh h m r d 7 8 tie 9erE Bernell
P N6 tdP ec I11IIlaa cacti f4ecl Or tl
Tine 1�'24a ed� nd c rtcl rw Borman seconded ins n jyn C'on M8-0.
Carol req until adonkmal ties to consider the praoased h.eday and personal leave..am,nettled from the
ordnance in tare above amendment,aid requested Ural me Personnel Committee accept community and employee input
regarding sad wbons.
The amended motion oa,ad 8.0.
it Pesentffi!on dl—;do and-pessib'a acorn on the Ind wq.1 User Discharge Permit I.r Gadrer Glass Prod"CS.
Incorporated-as Dr low by Bit Daugene,Director of Pubic Wilt-
Gardrer Glaris Products.Iroorpnraled is a mina manulaaurer that has operated n Hurtavbie since 1984,and
previously haw directly discharged wwd.as wastewater under a I CEO Pennit. m 2005,CiaMrer Glass eryrensed a
desire a connect to the City of Huntsville collectton system and.since that time.Gardner Glass Products,IrarorporelM
prsed...I and City of HUntavil.wall have been working to heal end.Redundant pretreatment systems are now iii piece
and Gardner Glass Protldcts.le—f waled is owlenfy connected and It hargirg ro the City O Huntsvile collection
system.
An induslnal User Pe:mil must be Issued to ino'm and egally require Gardner Glass Produtls mmrpOrdtM b
own
My with discharge Imnawons,moniNdrg and inhaling requirements,anal.Uair real—blities.1 an ankstwil
discharge,in addition,this Parretti along with Tab 33 of the City of Humsvire Code M OrdmanCe6,gives the City of
Hun""fugal""'wily(.enfom all cwditiona.1 the p""I"IIe 33 of me Card Wu+(stalls Cafe d C'us""s and
Federal and Stale lrqusMal and Cawgcnoal PreaeMment Standarde.
.gaiw.g➢S!xs?dIg.L4£y'4414.aLI+il9lIZa.gl.@.QE941Rl.RL41i"U61"d 1V.3StmBVW.ffaKan+11 ' .4 t1 r
Diacnama Pgr,�,yi!g,GnNnar_,C �QCy51y,Ir 7rpgDa(gQ;}a+d Lou+r�imember WOlett grK.;entlMJn,motiion ]Tye
e. Presentation.d'xYresionandbrpossade action on Me amended bid far Two(2±pickup trucks originally presented at"
November 15,2007 meeting,as presented by Debby Mil din,Purchasing Agent
The pwchaw of pickups was presented to munch on Nov.15,2007(this agenda Item is attached).Ores of Mw
items recommended and approved to purchase were 2-+9'r,e4ended cab pickups from Phlipbt Motors,the HGAC
enoVem:na. While ordenig these two whk:len.it was d—med that the bad that was quadrat by Phlpod Wl—was
only a 6.5 toot bed and the wastewater division needs me 8 toot bed w1nM was sWiffied by Me puohaswg office and
quoted by elm.-W.m.kcepl Fandpod Moues.
11 is the rea.mlTBMaaan of staff to rejed Its bid from Phi¢en Mm.for the 53 T.Waded cab gckups at
$15,731.&2 tad,aid..not the bid kettle&toot bed,'h I extYnded nab picKip liMm PI"MI Fond at$17,MAO wich.
All other veMciaw that ware presented to council on November 15 were coned and have been ordered.
C 11 imper Cloande moved to aporoye the tll has of W' (oa k"s from Planet Ford i n Y wirnewit of
$34,480 amended fro aregp taken at the N tear 15 2W7 CW Cou,,d ouklind at an adc'inor cost nil to
wroned$241636 To be It oded hom budgeted funds-and Councildrember Earrair sandoyded the nwt Thor moon
12un 8A.
1. PesentaiBm,Mactnumn and'"o.esible action en the fee loxesse for use of Marvin Luther King,Jr.Cemer,se
prasamned by Stephanie Brim,City SecrenryrDiector of Community Servloea.
The Marlin tether,King-Jr,Center("MLK)Is an.*.alaNt,to ind Aduals and non-proFltorganbaama lot peals
use. 'le cimentientai Ina lw ffe MILK is$100 per daywim a refundable$100 dapoW,1hisdonnbcovurthem1N
mainaiNng or operating the Monty.which staff estimates conservatively at$177.73 par day.This daily cost does het
take Joe consideration any W.W Wabve costs for paperwork or processing;any supplies and materials used In the
regular maintenance of the Witty:landscaping and butsido mahoterwnw costs;additional tram p"ickupsomos;or sat to
and teat down of the equipment,tables and chairs by the Boys&Data Club In turning ind After Schod Rec nati m
Program.
The Parks d Recreation Advisory Board,at their meeting cm October 6.2007,recommended as Increase to the
ram31 IM by$50(for.new daily renal ratio of$150 with the conbnuM deposit of$1D0),annotate JaruwT,1,2008.
Addlicrdly,"rec000neofMincreasing the fen by$5D per rear forme nest two fiscal year"(2009and 2010).The
Agenda Item#6b Page 13
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3 CITY COUNCIL MEETING.AUGUST 15,20, BOOK"T" 329
MINUTES Of THE HUNT5VILLE CCTV COUNCIL MFE 7:NG HELD ON THE 15TH DAY OF AUGUST 2006 IN THE CITY
HALL,LOCATED AT 1212 AVENUE M IN THE CITY OP HUNTSVILLE COUNTY OF WALKER,TEXAS AT 6:00 P.M
The C—di oral in a regular sesakm with the frdkwring--W"p"""'
COUNCILMEMSERS. OFFICERS.
d J.Tumar anti Teven!wr K—Evans.city 6fanager
3 ! Mickey Everts Date.zeodto Dann.Wail.,City Secretary
{ Matisse Mon.08y Mac Wood-rd Thmria9 Leeper.City Ata!uy
f Cw!mce W'.G!Mlin Jim Wtp.lt
Ahttw'L Jack CtomY
I '
WORK SESSION(4'37 p m. 5 30 p.m.l
1 .. Walcr praaentaeai by Mayor Tum.;xM
i b. City Council RtKes of Prrnp.dure.
f
CALL TO ORDER f,600 pmj
Maya Tree rmMad the ma.hng to red..
PLEDGE OF ALLEGIANCE le US AND TEXAS FLAGS,INVOCATION
t 4 Maya Turner led the'a—t,-
1 PUBLIC COMMENTS(Agenda Rome Only)
Nate,
E CONSENTAGENDA
1 e. Caiside!!ninutes of July 16 and 28.2006,harem Welu!I
? b. Approve sale ci M�t poperty as lecannunded by Grover Ccyy.Chief Appraiser.IWidlton Dukel
cc+uromea Tayteene.migS a toott a ma uv,�n)�gy wa.and camri�s zenda.seca�ke4
M
Mom!rw�_.jht ffQ!.0049NMiLjLgjl_r^9kilY
i
I STATUTORY AGENDA
t . And—Oral dungy inic iwrdmsa of eelame front ebby Mi Umtamu tar the Police Deg Lt.KMA wlh WIWd enf
i
and invWOrq nxammng October 2008;da ehib ed M—y W, Pur ly wh g Ag.a dad LL Kevin Lurgiortl.
Tdidy,oof won goer an NOUtAateWoof tufabrhe e9lrenu n!had Ycluntltywhen you C(,.M"ft, 10 twch new k
dun b duty,bet with gear and a WIMt prpW vast The depetmanl had vWUmeera farm a cmnmitee b reaeamh new
hbricliegndsondride in police tmeama itu ca.anitl.q mMwllK eevegf deI"fa od which s,dM,fl fg wee
e,W,9R!faMa and WBar tested alrae diSemn!WKamB WIII'1 vdlyklg lethec dynift., aAtIN1..ebb's Uf tfit Is e08dr,gwas
aup.rorMComfortle WIotMr tulip aril was Chosen to lop puleby0uo.nmitta iweN astloth ofollieera.Thorhnolo ie
unique.ru;wagM,wai.a!w stain revise!ice,the wa.h arxd wq.te8lure,arM Most irnportantty the breAlhabta IncMOkgy
j
allowing Ia great.ry 10 an n tons.haat
j ThehKl,MJOeaaona wore soot to vemloravntn nnlyhwvenCae returningtada.11.1 rlehomTyl.Uoll—was— !
7 of the Mande we.r leafed.it is not the tebrk spw-e11he M and""not meet ate quality,b—MeshMXy,or wafer wicitkig
.misty when compered 1a he product off ad by Webb's u afenn.
Sent rune dds mth the fosowe+g msponses:
LgOp {@ryinAorrm Webb's Unit- TN.Ung-
Hou9Wn,TX Spdrg,TX:bid retched Tyl..TX:bid recoiwnd
I W......iw g.menu W.."ated g.rments Wear tested Wand
Dedined is bk1 Lang Suave Shill:55.00 Lag$I—.Shit:32.00
Short Sleety Stat'.53 00 Shat Sieve$tad'.30 W
J ler Umiam cants. 49.QQ Perm. 4,12 i
Aosan,TX Total 173 W Tout 10$.50
Wear tested garment.
UecM
FISCAL i bid
CAL IMPACT/FUNDING SOURCE
ClPtmng All—oce 551_$1124(10,MU)
-,dM ig 553-52030 19.000
Monies Konat-ed In Moe item,wish nn 11-1 impecl.Transfer ell cted in the proposed 20062007 budget.
! r4VnCiMMmbef WNaS m.69.4br[4SMN!. .BpIlCQYE..7?AS.N.QLf t^.WW dpW1�109.4.4CY01kYP.!i.$9SP_SY@I?2�4S�mf4g!!£�
t n i gQ "and Camc®n!eniturG lifm oMed the nKAbn
Thp,ynq)�pn pg{�etl une!umwaly.
i
It Approve Grdmooee2006�08.15.Y.angnJng Empkryroo Pd«des and Procedrae9.asproeenua by YKJar Pefu,Director
ofAdrrunim ativa SeNcee.
1'tu City of Huntsvau established in S.plember 20)5 fhn Employee Pplicus and Prcrxdurea Ordnance W serve As a
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Agenda Item#6h Page 14
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CITY COUNCIL MEETING AUGUST 15,2008 BOOKS' 330
clear poky MaUment,Prori&g the the equBable beabrwm of employees a9 wall as the terms,conditions and
bawfits of City endearment.Am isdig vadotw Empkyee Policies and Procedures provlde for that folowing:
Ensure curnsance with relevant State and Federal sews concerning employment aid conditions of enpioymenl.
• Provide for he equeable beatmml of enip"ll.
Inert ariguip inadvartenly left of orWnd changes_
• Ciadry langlage to amplify tntarpr WW Of poky.
New propane.
FISCAL IMPACT a FUNDING SOURCE:
U.bdNy krp$d fa September 30,20(78 increases from 874,829-(Current booked UadMy)to 1711,083.
The rw a sick leave policy cola save the City 5207,705 war a 3-5 year time frame.
G.g�,� Woodward made a!rbBm b 9{gr.ve q riyg 2008-0&151 efnerMim Emoiwee Po+kies arA
RroadM amd CounpiklwrtAyer Evarw seconded the motion That mdiom.eased j%Mi;nir.
C. Auprorize IN City Manager to exeCpte MR Proposed 1prpact With Capadola to prodde travvage wrYRIg Miriam at
specific Ciyfacutes,and auMMi"It City Manager toexpa+d she scope of&its owb acted mice v^respect to adash"
tacilaiss as May Cana mane W that future,as presented by Staphxde Sam,Assistant to the City Manager.
In surnne r 2005,Me City oBaed he oppoNmiy to bid m bovarage vanh&g servkaa.Four bids were received;two
Goon wtafesals,"distribulirs and two from beverage cmpenies.Of Ma lour bkM,the C—Cola bid was demrokhed 10 j
have Me best feral Mpap srh regard to potdneal means•(coed on Mee prapasad!wmerdaga.1 sake resumed to the City
aM taking into account Oy einployee beverage preferences.TMpmpow Cgraaohasbeenapptwedbybohew Cop-'j
Coe I.M.atta offirYe and sow Cite too department.
Expansion of service provision w included in ft contract by allowing for ahnice rtes to be de!armied by a sd"Ie.
j cresting do opportunity to add the Aquaac Center,Fire Matson and other fauna City aites a buildings as awywme wiMM
future monMe a years.Cunramly,the City moss e no from beverage aralh—eiiding machnes bcalsdsn the Cftye
!acAilbs.
This conaad All allmW tnAam service,Pricing and standards at each,fatality on Me sowduw,as was as panda
sane revere»to the City.
FISCAL IMPACT/FUNDING SOURCE: j
No fiscal"ad with mrsi to expenses:"nut knW1 Al be determs ieil by ewe voume.
C�nlc emhe,•Tavenmer made a mugm b ggySgLs the CIN Maram to execute tM DMM cw=eAM C>C11-
2N to aroeda bee""y ndkw swvcea at sowk Catvhohdas arc BSlV!9dTA tRCSi"`:.lSr glf to expand the Kweof
ft Imracted NIAM AN respect to additional fedkfe Be my Chew mane In Bw Baurp Al7R.�adtdna dab b AUOU61
15,2006).and fgneemdeddwmoaon.The npaonooaeatlunanknasN.hQTE;,hlBtDtTmwrdotrpt i
oankioew a vg w to pratict d kadesl.
d. Audodze hen City Man#"to enter kilo$conirw Aft Bmw and Gay Engineers ink.to Wfonn a feas+bgity study We
filter system Wrthe Spring Lake Water Plant al a cost rot to s cead$40.000.00,a presented by Bill Deugebe,Public ,
Services Operations Manager.
The Spring Lake Water Plant has been he source of sane of caw W brown ordia owed water for marry years,income
harm been training saints"to mask"0w Mown water Issue M Me past,including Bushing.On"and Poymers,but they
ware only Parf al schisms and ready did rut addles the source water Tara study At address gw vlaWty of fiMrs as a
sowaon to the problem. j
FISCAL IMPACT a FUNDING SOURCE:
This is budgeted W Its Capital proiacts portion of she wasar fund.Account number 701.704182115 AM a balance of 1
540.110.00.
Ceyuxtwmpacam a fi rd nude a nvcWn ro arnMosze the City Manaden to anax also a canned with Brown and Gar
Erwawara ink m aarlam B fee5ibikN sWdv(a a idle eYSwm(a dw 5oMw I,ggQ WBkr Plain at a cons rho m exoled
54/00000 and CoundMwmber Mahaffey secanded caw MqM This mobor peaegQ_wwnlmasN.
i
MAYOR I COUNCILMEMBER I CITY MANAGER REPORT i
e. C.npre run"Flan Action Committal(CPAC)rayon,as presented by Chairman Mickey Evans.
Camdkn amber Evarw stated that earlier in the week,themwam arm bas pap meetings.The meeting with TDCJ -
wenl vary well and they were glad to be included.The aBarnoan meting with Me EOC and TIRZ Boards also went*ON.
Moving lon Bard.m Ward Cmgrasee win takeplate each Thursday in September.In law October clearly Nwember.Mae
01 be an aftborrM foam prop Mh SHSU,
o Update m the prsgness of R.Station 01 and Aquatics Cants.
City Engineer Steve Stacy updated City Council m the progress of Fka Station a1 and caw Aquatics Carta.
c. Disuse and consider aurae of gees Gans o piopenty on A—H for affordable lousing,as rsquesled by
Counciff=Waled. j
CaKfiffy4ft WWWW W Nhad been yaPta WDYMMI kit HUTAKINYOGayllmeftefti7cur!llwN
ggne ctvOwned lantl do Avaue N.Aher d:sGOSaion it xis Me99 1semusdComci{IQ Nawerdgus:bm 19 12 Cemerory h
@b�4 fw Mnir recmmandaBm.
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Agenda Item#(b Page 15
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ORDINANCE 2013-27
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE,TEXAS,
a AMENDING SECTIONS 9.05 AND 10.10 OF THE CITY OF HUNTSVILLE, TEXAS
EMPLOYEE POLICY AND PROCEDURE MANUAL, ENTITLED, "ELECTRONIC
COMMUNICATIONS POLICY" AND "CELLULAR TELEPHONES"; AND MAKING
OTHER PROVISIONS RELATED THERETO.
} WHEREAS the City of Huntsville has previously adopted the"Employee Policy and Procedure
Manual' (hereinafter"Policy Manual") by Ordinance 2005-17 and has previously
adopted subsequent amendments to the Policy Manual;and
jWHEREAS the current Policy Manual includes Section 9.05 entitled "Electronic
"I Communications Policy"and Section 10.10 entitled"Cellular Telephones';and
WHEREAS the current Section 9.05 entitled "Electronic Communications Policy"and Section
& 10.10 entitled "Cellular Telephones" are not adequate or sufficient to achieve the
intended purpose.
NOW,THEREFORE, BE IT HEREBY ORDAINED BY THE CITY COUNCIL OF THE
CITY OF HUNTSVILLE,TEXAS,that:
Section 1: The facts and matters set forth in the preamble of this Ordinance are found to be
true and correct and are hereby adopted,ratified,and confirmed.
Section 2: Section 9.05 entitled "Electronic Communications Policy" and Section 10.10
entitled"Cellular Telephones"of the Policy Manual are hereby replaced in their entirety with the
attached policy entitled 9.05"Electronic Communications and Systems Access Use."
i
Section 3: This Ordinance becomes effective June 4,2013.
First Reading Date: May 21,2013
PASSED AND APPROVED on the Second Reading on this the 4'h day of June 2013.
THE CITY OF HUNTSVILLE
Mac Woodward,Mayor
ATTEST: APPROVED AS TO FORM:
i
Lee Woodward, City Secretary Leonard Schneider,City Attorney
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Agenda Item#6h Page 16
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